Secretary Document Controller
Ezdan Holding Group
مجموع سنوات الخبرة :4 years, 11 أشهر
1-Tender & Contracts Department
-Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
-Arrange conferences, meetings, and travel reservations for office personnel.
-Complete forms in accordance with company procedures.
-Compose, type, and distribute minutes of meeting, routine correspondence, and reports.
-Locate and attach appropriate files to incoming correspondence requiring replies.
-Mail newsletters, promotional material, and other information.
-Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
-Schedule and confirm appointments for suppliers.
-Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
-Take dictation in shorthand or by machine, and transcribe information.
-Conduct searches to find needed information, using such sources as the Internet.
-Coordinate conferences and meetings.
-Establish work procedures and schedules, and keep track of the daily work of clerical staff.
-Learn to operate new office technologies as they are developed and implemented.
-Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
-Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
2- Purchasing Department
- Hardware, Software, Materials, Printing, Furniture and Stationary.
- Routing of LPO for signature approvals.
- Responsible for preparation of Weekly and Monthly reports.
- Managing registration of supplier on ERP system.
- Follow up LPO's with supplier.
- Secretarial and clerical related task.
- Any task given and assigned by the manager from time to time.
Mail address:
-Displays the e-mail manager.
- Depicts the incoming mail in terms of importance.
- Saves mail addressed to save.
Processing Telephony:
-Is a special guide addresses and phones.
- Receives incoming phone calls.
-Recognize the caller and the purpose of the communication.
-Logging phone calls in the absence of the Director.
The organization of meetings:
-invite participants.
-Equipped meeting room.
-Logging notes in a meeting.
- The minutes of the meeting.
-Distributes the minutes of the meeting
Greeted visitors to the Director:
-General
-Receives visitors.
- Take appropriate action according to the purpose of the visit.
-The reception of VIP guests.
- Arrange all travel related to the employer.
-Assist management with achieving financial targets.
-Assist management with training and development of team members.
-Assist with annual and mid-year appraisals with team members under your responsibility.
-Comply with hotel security, fire regulations and all health and safety legislation.
-Be environmentally aware.
-Assist other departments wherever necessary and maintain good working relationships.
-Supervise Food & Beverage Outlet operations.
-Communicate and delegate tasks to the team.
-Ensure compliance of brand standards.
-Manage guest queries in a timely and efficient manner.
-Represent needs of the team.